- Introduce yourself as the leader, and allow all other participants to announce themselves. And, be sure to enforce the rules of conference call etiquette.
- Always start the call on time, and conduct a roll call. …
- Beyond introductions and agendas, the success of a conference call will largely depend upon the structure and purpose of the meeting, and your ability to manage the flow. …
- The key to this strategy is to know your participants and to listen. It is dangerous to assume that silence equals agreement or understanding. …
- Get everyone’s attention.
- Welcome and thank your audience for joining the call.
- Introduce any new colleagues or visitors.
- Explain the purpose and objectives of the meeting.
- Outline the agenda.
How do I start a conference call?
Method 2 Method 2 of 2: Find a Conference Call Provider
- Find the right service provider. Companies such as GoToMeeting or Skype let you set up audio/video conferences for a number of people.
- Get all the information that the participants will need to call in. Usually this is a phone number and some kind of password.
- Schedule your conference call and invite other people to attend. …
- Set the right environment. …
How to run a successful conference call?
Top tips for running a successful conference
- Establish a unique identity or brand. Once you are clear on the overall objectives of the event, it’s important to share what the event is about and why it is …
- Location, location…realization. …
- Calculate a budget and stick to it. …
- Choose your speakers carefully. …
- Get online. …
- Feedback is essential. …
How do I set up conference calling?
Set up Audio Conferencing for Microsoft Teams
- Find out if Audio Conferencing is available in your country/region. …
- Get and assign licenses. For Audio Conferencing, you need a license for each user who will set up dial-in meetings. …
- Get service numbers for your conferencing bridges. …
- Assign a service number to the conferencing bridge. …
How to facilitate a conference call?
- Always pause before speaking.
- Keep comments brief.
- Before commenting, state your name.
- Speak in a normal tone and at a normal volume.
- Look into the monitor while speaking.
- Refrain from side conversations.
- Don’t play with your microphone. …
- Move a little slower than you normally would. …
- Refrain from shuffling papers or making other distracting noises.
What do you say to start a conference call?
Opening the meeting – What do you say to start a conference call?Hello, everyone. Allow me to make a roll call before we start.Hi, everyone. … Now that we’re all here, I think we can start.I think everyone’s connected now. … I would like to welcome everybody here today.
How do you lead a conference call script?
The best conference call script structureA concise opening and brief introduction of yourself (the speaker)The reason(s) for the conference call, covered briefly.Some background information about the conference call.The main presentation.Some time for discussion (if necessary)A Q&A session.The closing remarks.
How do you host a good conference call?
How to Host a Conference CallSet a clear meeting agenda. Organize meeting objectives in an outline for a clear path to follow. … Find the best time to meet. … Send a calendar invite. … Find the mute button. … Join early. … Kick off with ground rules. … Ask questions. … Jot down ideas, questions and feedback.More items…
How do you introduce a conference?
6 Essential Steps To Get The Best Conference Introduction1) Tell The Organizers That Your Introduction Is Important. … 2) Choose The Right Person To Introduce You. … 3) Make Sure There’s A Link. … 4) Send Them Your Ideal Intro. … 5) Meet Before The Talk. … 6) Enjoy The Energy.
How do you introduce a call?
Introduce yourself Say “Hello, this is (name)” to let people know who you are. If you answer the phone and the caller doesn’t give his name, you can say “May I ask who’s calling, please?”. Practise saying these simple phrases to help yourself feel confident at the start of any telephone conversation.
How do you start a conference host?
Having a good idea of what you want to say will take the pressure off of you and make the virtual call run more smoothly.SEND THE AGENDA IN ADVANCE.PROVIDE MULTIPLE OPTIONS FOR CALL ACCESS.THE POWER OF SILENCE.DON’T FORGET ABOUT PARTICIPANTS ON THE PHONE.ALLOW EXTRA TIME FOR QUESTIONS.AGREE ON THE NEXT STEPS.FOLLOW UP!
How do you host a meeting?
Follow these six tips on how to host a meeting easily and effectively, and you’ll have a great time.Arrive and set up the presentation early.Ensure the camera and microphone work if virtual.Break the ice.Stick to the agenda and timeframe.Make time for questions.Send out meeting notes and follow up as needed.
How do I host a video conferencing?
Host an Effective Video Conference Call in 5 StepsSelect the Right Video Conference App. The first thing you need to do is choose the video conferencing software you will use. … Plan Your Video Conference Call. … Set Rules for Your Digital Meeting. … Keep Your Videos Conferences Concise. … Record Your Video Conference.
Before the Call
The thing to know about how to lead a conference call is that a lot of the work happens even before the call begins. It’s vital to establish a conference call agenda before you set out to lead one. Like anything, preparation is key to leading an effective phone conference.
How to Lead a Conference Call
Now that you’re fully prepared to lead a conference call, it’s time to put all that preparation into action.
Leading a Conference Call Made Easy
Hopefully this article has equipped you with all the tools you need to know how to conduct a conference call with confidence. As long as you do the necessary preparation, lead the call itself with assertiveness, and follow up with a detailed summary you’re well on your way to leading great conference calls.
A democracy, not a dictatorship
Again an audio conference is like a country because to host an audio conference successfully you need to be a democratic leader, not a dictator. And it definitely shouldn’t deteriorate into anarchy. So you’ll want everyone to make a useful contribution and feel they’ve played their part.
Let the people speak
If you have a list of attendees from your roll call, get into the habit of putting a tick against their names when they speak. That way, when you host an audio conference, you can tell who’s not participating or contributing, and bring them in by asking them a direct question or two.
Divide and rule
Your agenda will probably cover several different topics. As leader, it will be up to you to notice when each topic has been thoroughly discussed and dealt with effectively. Then you should silently count to three, and introduce the next topic.
Your time has come
However long your agenda may be, an hour is usually the maximum amount of time you can expect your attendees to concentrate. So provide regular time checks to help move things along, and gently guide participants to keep things on topic.
What is the importance of preparation for a conference call?
Preparation is the key to managing any productive meeting, but thorough preparation is vital to the success of any conference call. Preparation begins with the meeting agenda. In addition to ensuring the very quality and structure of agenda itself, the conference call leader must also have the agenda ready in sufficient time for advance …
How to conduct a meeting?
Here are a few meeting guideline examples…. 1 Call in on time, and announce yourself as you join. 2 Do not interrupt the call if you are late, wait for a break and then announce yourself. 3 No cell phones or music on hold. 4 Put your phone on mute to block any noise when you are not speaking. 5 State your name before speaking. 6 Be prepared for the meeting with copies of the agenda and any other relevant materials. 7 Be courteous, do not talk over the voices of others and be mindful of meeting timelines. 8 Make your comments and questions brief, relevant, and to the point.
How to make a call in on time?
Call in on time, and announce yourself as you join. Do not interrupt the call if you are late, wait for a break and then announce yourself. No cell phones or music on hold. Put your phone on mute to block any noise when you are not speaking . State your name before speaking.
How to speak in a meeting?
State your name before speaking. Be prepared for the meeting with copies of the agenda and any other relevant materials. Be courteous, do not talk over the voices of others and be mindful of meeting timelines. Make your comments and questions brief, relevant, and to the point.
Can you speak while moving a speakerphone?
If you are in a large room, and must move the speakerphone so that someone can be heard, do not allow the person to speak while the phone is being moved. Your attempt at consideration will be lost, as remote participants are likely to hear little more than the phone in transit.
Can remote participants be part of an equal footing?
Verbal or visual joking may occur, and remote participants cannot be part of that on an equal footing. Be sensitive to this. As the leader, it would be unwise to limit socialization, even if such limitations were possible. But, you can use your leadership skills to draw remote participants into the positive atmosphere.
What to Do Before You Lead Conference Calls
Your conference call will be productive and efficient with preparation.
Lately, I’ve been busy coaching 14 international doctors from Korea, Saudi Arabia, Peru, Taiwan, Palestine, and Turkey as they prepare for medical residency and fellowship interviews in the US. They are incredibly knowledgeable and accomplished, but interviewing in a second language is no easy feat.
What to do before a phone call?
Before the call. If calling from something other than a phone such as a computer, test the equipment beforehand to verify that it is working as expected . Technical difficulties during the call can throw off the rhythm of the conversation and waste everyone’s time.
How to start a small talk?
Don’t start unless the key people are there so you don’t have to repeat things. Begin with a summary of the agenda and purpose of the meeting . When appropriate, take time for everyone to make introductions being clear about position and role.
Can you use voice only on a conference call?
Before starting the call, always make sure you understand what buttons, both physical and on the computer, control whether you are muted. Don’t use a voice-only conference call when having a video call would make presenting your agenda or sharing ideas much easier.
1. Share an agenda in advance of the call
On that agenda, include anything that people should know. For example, is it a phone call or a video call? Who will be on the call? What is the purpose of the call? How long will it last? What is the dial-in information? Abbajay says the agenda should outline the objectives for the call, as well. “Let’s say we’re going to plan a party.
2. Master the technology
Whether you’re using a dial-in number, a video service or calling from a device in the conference room, make sure you know how to use it.
3. Send a notification, call in early and take control right away
Abbajay says that whoever’s leading the call should schedule a notification to go out to participants 15 minutes before the meeting begins, so that the dial-in info is at their fingertips.
4. Set the ground rules
Before the meeting progresses, it can be helpful to set ground rules. Brownlee, for example, empowers participants in calls to chime in—literally—if someone is rambling or gets off topic: she tells them to hit the # sign on their phone keyboard.
5. If a connection is bad, say something
When someone has a static-y connection, is in a loud environment or their phone keeps cutting out, it’s frustrating and annoying for everyone on the call. Abbajay says it’s necessary for the leader to intervene.
6. Be respectful of people’s time
If a person isn’t needed for the entire call, Brownlee makes sure to allow them to participate in the beginning and then hop off when their portion is done.
What is conference call?
Conference calls are collaborative, so consider pausing between ideas or topics to give those on the line an opportunity to share their input or ask questions. Aim to keep each topic or point as brief as possible to allow time for others to speak.
How to foster collaboration on a conference call?
Foster collaboration on the conference call by calling on colleagues to share insights. This can help generate more ideas from the team or support coworkers who might be less confident to speak up on their own.
What is the best way to keep static, breathing or background noise to a minimum when you’re not addressing
Using the mute button is the best way to keep static, breathing or background noise to a minimum when you’re not addressing the call. Remind others to use their mute button if noise becomes distracting.
Why do you need video for a conference call?
Enhance an audio conference call with video when possible or when there is value in showing video or visual elements, like for presentations, site visits or a product launch location. Video can lend important body language and give another level of dimension to your meeting.
Why is it important to end a meeting early?
Ending on time or early is respectful and ensures colleagues can return to work or join other meetings as planned. It shows great time management skills, can enhance your reputation and helps ensure future calls are productive.
Why do we need an agenda?
An agenda helps everyone stay on topic and gives an estimated amount of time for each speaker or discussion item. Share the agenda ahead of time and review it as an attendee to prepare for the meeting.
Can you eat food on a conference call?
Eating food is loud on a conference call, and the sounds can be disruptive. Save snacks or drinks for before or after the call—this way you are not chewing when it’s time to share your input.
To start, make sure to introduce yourself and anyone you’re calling in with. Also, introduce participants that are not in your office if they’re unfamiliar to the group.
2. Get to the Point
Next, open by giving a brief summary as to why you’re meeting, and what you hope to accomplish during the call.
3. Plan Speaking Order Ahead of Time
Plan out the order that each person will speak in, if you know who you need to hear from. Perhaps even email out an agenda ahead of time so there’s no uncertainty about who speaks in what order. That way you can avoid dead air, talking over each other, and generalized confusion that can disrupt the call.
4. Steer Discussion Successfully
You may be able to plan the overall order in which topics are spoken about, but you can’t immediately control the conversation as it unfolds. Instead, you have to shape the flow of the conversation in a polite way.
5. Give a Summary of the Call
At the end of the call, give a summary of what your group has accomplished. Highlight how the call brought your team closer to the goal you set in Step 2. And remember to list any tasks that need to be accomplished in the future. Give a tentative date for when you’ll meet again. Also, thank everyone for their time.
A Democracy, Not A Dictatorship
- 1. Choose the right web conferencing app.
While you could certainly lead a conference call that’s purely audio, it can be helpful and more engaging to supplement the call with a screen share. There are many web conferencing appsthat allow you to do this. For example, you could host an audio-only Zoom call but still be able to sha…
Let The People Speak
Divide and Rule
Your Time Has Come
Again an audio conference is like a country because to host an audio conference successfully you need to be a democratic leader, not a dictator. And it definitely shouldn’t deteriorate into anarchy. So you’ll want everyone to make a useful contribution and feel they’ve played their part. You’ll want them all to have a fair chance to make their points. But you’ll need to keep control. Start by intro…